How to Use Whiteboard in Microsoft Teams Meeting – Guide

Microsoft Teams is much more than just a video conferencing tool. While many users may have experience just using the platform to make video calls when in-person meetings aren’t possible, Microsoft Teams is really about creating opportunities for collaboration. As a result, it has a huge list of features (and more are being added all the time) designed to increase productivity and enable a more hybrid approach to work. One way Teams encourages this is through the whiteboard feature. The whiteboard gives employees the ability to take notes, make connections between different concepts, and generally share their ideas as if they were working with pen and paper. In theory, this should be a lot faster than formally typing things out, and for some employees it will simply be a way of working that they prefer or feel more comfortable with. With the whiteboard, you can visually brainstorm with your colleagues, turning a standard video call into a live collaboration session. It’s also fully integrated into Teams, so you can launch the whiteboard anytime during a call. You can also share a whiteboard creation with virtually any device, including tablets, smartphones, and desktops. And you don’t have to worry about saving your creations or trying to find them after a meeting is over. All your whiteboard sessions are automatically saved to the cloud.

How to Use whiteboard in Microsoft Teams meeting

Start Whiteboard in Microsoft Teams

The first step to using the whiteboard is to simply open it. It’s available during Teams meetings. Therefore, you will need to open the Teams app and navigate to the “Calendar” tab. Or create a new meeting by clicking the New Meeting button button in the upper-right corner, or select an existing meeting that is in progress or about to start. On the Teams meeting screen, you can select the “Share Tray icon. Then a window will appear with a “Microsoft Whiteboard” button. select this button to start the whiteboard session. Everyone in the meeting will be able to see the whiteboard. The person who starts the whiteboard can choose between presenting (the only person who can edit it) and collaborating (everyone can edit it). It works almost exactly like a whiteboard in a boardroom, except it’s all online.

Draw on the whiteboard

Drawing on the whiteboard is relatively easy. You have a selection of writing tools available in the toolbar. You can choose from different drawing implements such as pen, pencil, highlighter and eraser. For each utensil, you can also set the thickness and color of the line. To draw, just click and move in the whiteboard space with the cursor. If you have a touchscreen device, you can draw with your finger or a stylus. The whiteboard allows for almost unlimited drawing creativity, so you can sketch anything you want. Also, you can add other elements like sticky notes and text. There’s undo and redo buttons for each user. This makes it even easier than a regular whiteboard to get rid of something that didn’t turn out well.

Share the whiteboard in meetings

Because the Microsoft Teams whiteboard is integrated with the meeting functionality, it is automatically shared with all participants. To access the whiteboard, team members just need to be in the meeting. If you select Collaborate, meeting participants can also edit the live whiteboard during the meeting.

Access the whiteboard later

Of course, the whiteboard isn’t just there during the meeting. You may want to come back to review the sketched ideas later. This is a very easy process. Just click on the Whiteboard tab or go to the Board Gallery view in your Microsoft Whiteboard app. From there, you can preview the whiteboard, continue editing it, or export the final results.

Change whiteboard settings and export

When working on a whiteboard, you can adjust the settings to suit your needs by tapping the gear icon in the upper-right corner. From this menu, you have the option to change your sharing settings (whether or not others can edit), get help, send feedback, and learn more about Microsoft Whiteboard. Also, you have the option to export a whiteboard image. This is a great way to capture a copy of the whiteboard before erasing it or if you want to more easily view it outside of the meeting. Select the “Export image (PNG)” option to start the download process.

Final note

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